Answer ALL of your Vendor Management Questions. 3 1 10/17/2019 - - PDF document
10/17/2019 Vendor Management Fundamentals Jill Donnelly, Katie Germain, Robert Lehmann, and Karisa Stowell 1 1 Road Map NYS Vendor File Vendor Registration Vendor Maintenance eCommerce Initiative 1099 Reporting
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and the process to register vendors.
their vendor information.
streamline their business process.
vouchers correctly to facilitate 1099 reporting.
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– Vendors by Classification
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– Procurement Suppliers have default PO dispatch method of email.
registration.
– Recipients set to ‘not open for ordering.’
GFO: X.4.A.1.a Vendor Classifications
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Classification Description of Classification Open for Ordering? Procurement Supplier Entity/individual that provides goods and/or services which were procured by the State. (e.g., Suppliers that receive purchase orders, suppliers that have contracts, utility suppliers). Yes Non‐Procurement Srvc Provider Non‐commercial, non‐governmental entity/individual which provides services where purchase orders and contracts are not
Yes Recipient Individual receiving money from the State through either an entitlement/benefit program or a settlement/award. (e.g., Blind Annuity Veterans, Gold Star Parent, Master Teacher, receivers of loan forgiveness monies, receivers of settlements
No
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Classification Description of Classification Open for Ordering? Non‐NYS Govt Entity Governmental Entity not located in New York
municipality) Yes NYS Muni‐School Dist or BOCES Government run school districts and BOCES located in New York State. (e.g., Public school districts, BOCES regions) Yes NYS Muni‐Non Sch Dist or BOCES New York State municipality entities, excluding school districts and BOCES. (e.g., New York towns, counties, cities, fire districts, water districts) Yes NYS Agency or Authority New York State agencies and authorities Yes Single Pay or Special Use Specially assigned vendor IDs created by OSC for a specific purpose. (e.g., Refund, Debt Service, Cash Advance, Payroll, Land Claims) Yes
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– Vendors by Certification
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Certification Source Certification Description of Certification OGS01 SDVOB 17‐B Svc Disabled Veteran Owned Bus ‐ Exec Law Art 17‐B Vendors designated by OGS as Service‐Disabled Veteran‐Owned Businesses as established in Executive Law, Article 17‐B Supplier SFL 179‐F Small Business ‐ SFL 179‐F Vendors that self‐certify as small businesses eligible for payment within, or prompt payment interest after, 15 days as established in State Finance Law Section 179‐F DED01 M Vendors designated by the Department of Economic Development as a Minority Owned Business in Executive Law, Article 15‐A. W Vendors designated by the Department of Economic Development as a Woman Owned Business in Executive Law, Article 15‐A. MW Vendors designated by the Department of Economic Development as a Minority Woman Owned Business in Executive Law, Article 15‐A.
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GFO: X.4.A.1.b Vendor Certifications
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Changes
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‐ Single Payment Vendors. ‐ Special Use Vendors ‐ Land Claim and Advance Accounts.
GFO: X.3.B OSC Vendor Registration
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GFO: X.3.A.1 Online Vendor Add Portal and X.4.B Addresses
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GFO: X.4.C Contacts
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procedures.
Table ID.
GFO: X.3.A.3.d Invalid TIN/Name Match
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GFO: X.4.D – Location and XII.5.D Selecting the Appropriate Location
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– The email address to receive purchase orders. – The bank account to receive payment. – Payment terms.
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– locations per region (Albany, Buffalo). – locations per business area (goods, services). – locations by contract.
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* MAINEPAY is set‐up for EXD dispatch to the eMarketPlace.
Location Name Location Description Ordering Email Payment Method Payment Address MAINCHECK MAINCHECK SBARochesterNYS@staples.com Check PO Box 70242 Philadelphia, PA. MAINEPAY Green Cleaning PC66835 * SBARochesterNYS@staples.com ACH Bank Account 1 LOC02
ACH Bank Account 1 LOC03 Staples Technology Contracts solomon.massey@staples.com ACH Bank Account 2
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– Ex. OGS Centralized contract, Agency contract.
– “I enrolled in ACH, why am I receiving a check?”
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– Agency staff should not rely on the vendor’s default location.
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– Email PO Dispatch – Electronic Invoicing (eInvoicing) – Electronic Payments (ePayments)
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– Decrease transaction processing time. – Decrease downstream processes (returned checks, escheatment etc.) – Save money. – Create a positive vendor experience.
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Accounts Payable Advisory #44 ‐ Contracts Requiring Electronic Payments
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– Self‐service invoice (SSI) via the Vendor Portal.
– XML or EDI data exchange – (vendor system to SFS).
– XML via the eMarketPlace – (SFS to eMarketPlace).
GFO: XII.4.E ‐ Electronic Invoicing
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– Vendor Self‐Service Portal (SSI) – XML or EDI Electronic Transfer – eMarketPlace (XML Transfer)
– an invoice emailed to the Agency – an invoice entered by a State Agency into the eSettlements module.
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Portal and receive interest in 15 days after:
– (1) Agency receive the good and/or service; and – (2) Vendor submits an electronic Invoice.
interest after, 15 days, a vendor must:
– have a primary place of business in New York State – have a significant business presence in New York State – be independently owned and operated – not be dominant in its field – employ no more than 200 employees – submit an invoice electronically into the SFS GFO: XII.5.I ‐ Prompt Payment Interest and State Finance Law, Section 179‐f
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GFO: XII.5.K ‐ Federally Reportable Payments
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1099 Forms to our vendors and the IRS if we make payments of $600 or more to eligible vendors during the calendar year. The Vendor Management Unit issues the following types of 1099s:
– 1099‐MISC – 1099‐INT (Interest payments) – 1099‐S (Land purchases) – 1099‐R (Pension, retirement or annuity plans)
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– Withholding occurs on the line level of the voucher. – The agency must identify the correct box/withholding class to report the payment amount.
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Withholding Class Types of Payments 1 Rental/Lease Payments 3 Client Payroll/Work for Pay Jury Payment Loan Forgiveness Prizes and Awards Settlement Payments to Claimants 6 Hospital/Medical Payments 7 Non‐Employee Compensation for Services 14 Settlements payments for attorneys
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SFS Account Code Title Description 58401 Prompt Payment Interest Interest on late payments for unjustified delays in paying vendors, and providers of service pursuant to Article 11-A
58402 Interest on Leases, Loans and Land Claims Interest payments related to lease purchases including Certificates of Participation, UI interest assessment payments, and land claims (eminent domain). 58403 Prompt Contracting Interest Interest payments to not-for-profit entities when contract payments are late due to untimely delays in contract processing and in which no advance or loan was provided. 60200 Settlement Interest Interest paid for delays as declared in claims, awards, judgments and settlement agreements. 60311 Interest – Grants on Others Interest on late payments for unjustified delays in paying vendors, and providers of service pursuant to Article 11-A
60740 Interest on Late Payments Interest on late payments for unjustified delays in paying vendors, construction contractors, and providers of service pursuant to Article 11-A of the State Finance Law.
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maintain timely and reliable information on all vendors registered to do business with NYS.
certain information such as bank account. Other updates, such as primary contact and remittance address must be approved by VMU.
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payments when possible.
withholding on vouchers to facilitate 1099 reporting.
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– Chapter X – Guide to Vendor/Customer Management – Chapter XII, Section 4.E ‐ Electronic Invoicing – Chapter XII, Section 5.D ‐ Selecting the Appropriate Location – Chapter XII, Section 5.I ‐ Prompt Payment Interest – Chapter XII, Section 5.K ‐ Federally Reportable Payments
– #44 – Contracts Requiring Electronic Payments
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SFS Helpdesk:
Vendor Management:
forms e.g., primary contact change.) 1099 Reporting:
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